Bid Detail

21-021 - Operation and Management of Roger L. Putnam Vocational Technical Academy Preschool Center

Roger L. Putnam Vocational Technical Academy (Putnam), located at 1300 State Street, Springfield, MA wishes to obtain the services of a licensed early childhood education organization to enter into a partner relationship that develops and manages a preschool center (Center), provides learning opportunities to students, and is a model classroom for the Early Education and Care (EEC) program within Putnam. The Center will serve as a training facility for Putnam EEC students, as well as serve the childcare needs of the public. The successful Proposer will be responsible for providing experienced Center staff that will serve as mentors for Putnam EEC high school students. The successful Proposer will be responsible for licensing, supervising, and staffing the Center. The operation of the Center will be at the sole cost and responsibility of the successful Proposer.

Request for Proposals:

1) All responses to this Request for Proposals must be in writing and in the form set forth in this RFP, and must be delivered in a sealed envelope to:
Chief Procurement Officer, Lauren Stabilo
City of Springfield
Office of Procurement
36 Court Street – Room 307
Springfield, MA 01103
Tel (413) 787-6284
Fax (413) 787-6295
Proposals will be received until 2:00 p.m. on August 31, 2020 at the Office of Procurement. If at any time of the scheduled RFP opening, City Hall or the Office of Procurement is closed due to uncontrolled events such as fire, snow, ice, tornado, wind or building evacuation, the RFP opening will be postponed until 2:00 p.m. the next business day. Proposals will be accepted until that date and time.

2) Questions: No interpretation of the meaning of the requirement of this RFP will be given out except in response to a written request submitted to:
Chief Procurement Officer, Lauren Stabilo
City of Springfield
Office of Procurement
36 Court Street – Room 307
Springfield, MA 01103
Email: lstabilo@springfieldcityhall.com
Fax (413) 787-6295
To be given consideration, any questions must be received by close of business on August 20, 2020. Any and all such interpretations, supplemental instructions or information will be made in the form of written addenda which will be sent to all holders of the RFP. The City, in its sole discretion, may decline to provide the information requested, if it is not deemed relevant to the RFP. Any addenda so issued shall become part of the RFP.

3) The City anticipates choosing the most advantageous Proposal within fifteen (15) days of the bid opening, unless further extended by written notice from the City to all Proposers that have submitted Proposals. Unless the deadline is so extended, the failure of the City to designate a Proposal as most advantageous by this date will constitute rejection of all Proposals.

4) The City may cancel this RFP, or reject in whole or in part any and all Proposals, if the City determines that cancellation or rejection serves the best interests of the City.

5) All operational details listed in the scope of service must be in accordance with the Massachusetts Department of Early Education and Care guidelines on the MASSACHUSETTS CHILD AND YOUTH SERVING PROGRAMS REOPEN APPROACH Minimum Requirements for Health and Safety https://eeclead.force.com/resource/1592066255000/Minimum_requirement, attached hereto as Exhibit K and incorporated herein by reference.

6) COVID19 Pandemic: Proposer and its contractors are required to comply with all applicable Emergency Orders and Guidance issued by Springfield Mayor Domenic J. Sarno, MA. Governor Charlie Baker, the Springfield Dept. of Health and Human Services (“HHS”), the MA. Dept. of Public Health (“DPH”), the Federal government, and all other lawful authorities, regarding the COVID-19 pandemic.

II. SCOPE OF SERVICES

Educational/Operational Responsibilities of the Partnership:
The Springfield Public Schools (SPS) invites interested parties to propose the management and operation of a preschool facility at Roger L. Putnam Vocational Technical Academy (Putnam), as well as offering an off-site infant and toddler learning opportunity for Putnam students at a facility operated by the Provider in Springfield, MA. The SPS intends to select a single Provider to offer both the pre-school and the infant/toddler learning opportunities. The successful Proposer’s preschool program would serve as a “model” classroom for Putnam students to learn about early education industry standards, and prepare students as high quality workers ready to enter the early education industry.
As this would serve as a “model” preschool classroom, it is important for the successful Proposer and its staff to be able to demonstrate proper classroom management skills, successful child behavior management, center-based learning, weekly preschool curriculum planning, proper interaction with all staff and parents, and a structured classroom schedule. Lesson plan and program curriculum content must cover the areas of math, language & literacy, science exploration, and music & movement.
The successful Proposer’s director, teachers, and program supervisor must also be willing to collaborate with the Putnam Early Education and Care (EEC) teachers, meeting at a minimum of once per month to discuss programming. The successful Proposer must also be willing to provide weekly curriculum plans to the Putnam EEC teachers at least one week in advance so that the Putnam EEC teachers may discuss the curriculum with their students. Submitted curriculum plans must meet the approval of the Putnam EEC teacher.
The successful Proposer must have the flexibility to operate their preschool center in a method that reflects the highest standards in the early education industry, so that Putnam may have the flexibility to educate their students in all the skill and theoretical objectives that this preschool center offers. Please refer to the Massachusetts Department of Elementary & Secondary Education, Office for Career & Vocational Technical Education, Early Education and Care Vocational Technical Education Frameworks in Exhibit A for details on the frameworks for the Putnam EEC program.
Mentoring/External Opportunities:
Putnam’s expectation is that the vendor will enter into a relationship with the goal of providing excellent child care services to the children in the child care program, and to provide ongoing educational opportunities for the Putnam EEC students.
This partner relationship is defined by the following characteristics:
1) The Provider’s management meets with the Putnam EEC teachers for ongoing teacher communication and program improvement which will include on-site hands on learning experiences with preschool aged children at the Putnam site, and with preschool, infants and toddlers at the Provider's off-site facility in Springfield.
2) Providing students with greater opportunity to learn in a professional environment all aspects of the early education industry
3) Incorporates the students from the Putnam EEC program into the other business aspects to give them the full breadth of the early education career through job shadowing of teachers and specialists (such as occupational therapists, speech pathologists, early intervention) (This will be done through job shadowing, internships, and co-ops.)
The anticipated number of students in the EEC program is 57 students in grade levels nine through twelve, with 14 to 15 students in each division. It is recognized by both parties that it is not feasible to house and provide the necessary “hands-on” experience for all four grade levels in Putnam’s on-site EEC Center, so there will be the need for additional learning opportunities at one of the selected providers’ off-site facilities located in Springfield, MA. .
1) Pre-School Site at Putnam: The Putnam preschool site will provide the necessary space for the 9th and 10th grade programs. In order for the 9th and 10th grade students who are under the age of 16 to participate in the preschool classroom at the Center, they must always be supervised by a Putnam employee from the EEC program, and must not be left alone with any of the children. In addition, the successful Proposer must be reviewed and approved by the Massachusetts Department of Early Education and Care to verify that the provider is in good standing to provide services that involve students in the classroom. The Putnam preschool site must follow the Massachusetts Department of Early Education and Care guidelines attached hereto as Exhibit K.
2) Off-Site Infant Toddler Facility: This Provider will offer the infant/toddler learning facility at an off-site and related theory classroom for the Putnam 11th and 12th grade students, with classroom space to accommodate 14-15 students and 1-2 SPS staff, in Springfield. The offsite infant/toddler learning facility must follow the Massachusetts Department of Early Education and Care guidelines attached hereto as Exhibit K.
Provider’s Space at Putnam:
The childcare center space within Putnam has direct outside access for parent drop off, and direct connection to a fully equipped outside play area. The space also includes a preschool student bathroom and a shared teacher bathroom. (Please refer to attached plans for additional information, childcare center location, and description of playground equipment available). (See Exhibits E through H.)
The overall space for the Early Education and Care program in the Putnam building is 1,153.3 sq. ft. The childcare area is 742.2 sq. ft., which includes a cubby storage area of 59.2 sq. ft., a kitchen of 144 sq. ft., and one toilet area of 56.8 sq. ft. The childcare space has a door opening into a fully equipped and fenced outdoor play area. (See Exhibits E through H.)
There is direct access for child drop-off through the corridor with a door opening on the Blunt Park Road side of the school building. The selected Proposer will have access to a video monitored buzzer system.
Attached to the childcare space is a related theory classroom for the Putnam Early Education and Care students and teachers. The theory room opens into a 97.5 sq. ft. observation room for Putnam student and teacher use. All of the above dimensions are close approximations.
For the operational space of the Center, Putnam shall shovel a path from the door to the gate. The selected Provider shall shovel a path from the street to sidewalk, and shall shovel more if needed. A snow blower cannot be used on the playground for the removal of snow, as it will ruin ground cover.
Provider:
Any needed building improvements to accommodate the Provider’s program at Putnam will be at the sole cost and responsibility of the Provider, and all aspects of oversight, design and construction must be approved by the City in advance, and must be performed by the Provider, and such oversight, design and construction services must be procured in compliance with all applicable laws.
Provider's Warranty:
The Provider warrants that the services provided hereunder will be performed in a professional and workmanlike manner and shall comply with and conform to all state and federal laws and regulations, including the Minimum Requirements for Health and Safety set forth in Exhibit K, the requirements of the RFP and the Provider’s proposal as set forth in this Agreement.
Confidentiality Agreement:
1) During the term of this contract, the Provider may have access to and become acquainted with information of a confidential or proprietary nature (“Confidential Information”), which may be either applicable or related to the present or future business of the City or the business of the SPS and/or its officials and employees, or third parties. Such Confidential Information includes, but is not limited to, personal information, financial information, the City’s financial information, strategic plans and other confidential information concerning the SPS or the City, or third parties. The Provider shall (i) not use for its own benefit or knowingly disclose to or use for the benefit of any other person, any Confidential Information without the City's prior written consent; (ii) use at least the same degree of care and precautions to protect the Confidential Information from disclosure that it employs with respect to its own confidential information; (iii) disclose Confidential Information only to those of its employees or contractors who require access to perform its obligations under this Agreement; and (iv) take appropriate action by instruction, agreement or otherwise with the City's employees or other persons allowed such access to satisfy the foregoing obligations.
2) This Section shall not apply to any information which (i) is or becomes publicly available through no fault of the Provider; (ii) is already in the Provider's possession without restriction on disclosure when disclosed by the City; (iii) is independently developed by the City without use of Confidential Information; or (iv) is rightfully obtained from third parties without restriction on disclosure.
3) Confidentiality of Student Records:

i. With respect to records of any SPS student participating in the Provider's program at Putnam or in the Provider's off-site facility, the Provider shall comply with all provisions of applicable state and federal laws and regulations related to confidentiality of student records, including but not limited to Mass. Gen. Laws ch. 71, sec. 34H, and 603 Code of Mass. Regulations (CMR) 23.00 et seq., Students Record Regulations, and 20 U.S.C. sec. 1232g, and 34 Code of Federal Regulations (CFR) sec. 99, the Family Educational Rights and Privacy Act (FERPA").

ii. The Provider will not release of confidential information of SPS students, including, without limitation, hospital records, medical records, and/or student records. Any requests for such records of SPS students shall be referred to the SPS immediately, for response.

iii. The Provider agrees not to use the name, likeness, or appearance of any SPS student, or any photograph, video, sound, or image of any SPS student in any video or written materials or literature, such as brochures and media and public releases, without the prior written permission of the SPS, the student and/or his or her parent/guardian.

4) The Provider agrees that any and all reports prepared for SPS and conclusions reached therein in the performance of this Agreement are for the confidential information of the City and SPS, and the Provider shall not disclose any of the same in whole or in part to any person whatsoever or discuss the same with any person whatsoever, other than the City’s authorized representatives, except when called upon to do so and when authorized by the City and SPS.
The City/SPS:

1) The City will provide the electrical power, heat, air conditioning, water and sewer services, and such other utilities as are required or desirable to operate the child care center facility at Putnam.
Hours & Days of Operation:
The selected Proposer must agree to operate the Center at Putnam from at minimum 7:00 A.M. to 4:00 P.M., but may also operate the Center to accommodate their own needs until 6:00 P.M. The Proposer shall not operate its programs when Springfield Public Schools are not in session due a scheduled holiday, inclement weather, or other emergency conditions. However, if an early release day is called due to weather, the building will remain open and the Provider will be allowed to decide its own closing time. The selected Provider may remain open during Springfield Public School vacations, with the exception of scheduled federal holidays. (See the Springfield Public Schools 2020 – 2021 school year calendar in Exhibit B.)
Program options may include part-day, full-day and/or some model of mixed-care. The selected Proposer will service up to 20 preschoolers, or up to the licensed capacity set forth by the licensing agency within the space described below. The selected Proposer will provide an EEC qualified Director/Lead Teacher and two full time teachers (as noted below), as well as the day-to-day operational consumables and food.
Staffing Qualifications and Requirements:
The selected Proposer must agree to staff the Center with one Director/Lead Teacher and two full-time teachers at minimum.
The preschool Director/Lead Teacher must meet the following criteria:
1) Have a minimum of a four-year degree in Early Childhood Education
2) Have a current EEC Director certification (Director I or Director II)
3) Must be certified in CPR and First Aid
4) Have a minimum of five years’ experience in a preschool setting
5) Have a minimum of five years’ experience in organizational planning and supervising activities based on the developmental needs of early childhood
6) Have strong communication skills, both verbal and written
7) Have group leadership skills and project management abilities
8) Have proven knowledge of EEC and NAEYC early childhood development
9) Willingness to mentor and train Putnam EEC students

The two full-time preschool teachers must meet the following criteria:
1) Have a minimum of a two-year degree in Early Childhood education (four-year degree preferred)
2) Must have a current EEC Teacher certification
3) Must be certified in CPR and First Aid
4) Have a minimum of three years’ experience in a preschool setting
5) Have the personal qualities to work with children under supervision
6) Have the ability to relate to parents, staff, and the community in which the children live
7) Be at least 21 years of age
8) Have proven knowledge of EEC and NAEYC early childhood development
9) Willingness to mentor and train Putnam EEC students

All part-time or substitute preschool teachers working on site at Putnam must meet the following criteria:
1) Must be certified in CPR and First Aid
2) Have the personal qualities to work with children under supervision
3) Have the ability to relate to parents, staff, and the community in which the children live
4) Be at least 18 years of age or 16 if enrolled in the Putnam EEC program
5) Willingness to mentor and train Putnam EEC students
Operation Requirements:
The successful Proposer must be fully and appropriately licensed by the Commonwealth of Massachusetts to care for preschoolers, and must be participating in the Quality Rating and Improvement System (QRIS). Our expectation is that the successful proposer makes annual progress toward improvement on the QRIS scale. The successful Proposer will be responsible for all permits, licenses, inspections, and ensuring compliance with all legal requirements for the operation of the childcare center space. The Proposer will be solely responsible for the health and safety of all children while in their care. The Proposer will be responsible for keeping the facility in a clean and safe condition. The Proposer will provide oral notification to Putnam immediately upon learning of any serious incidents or hazards and will provide written notification to Putnam of any investigation or citations by local, State and/or Federal authorities. In any representations to the public, the Proposer shall make clear that it is totally independent of Putnam and that Putnam is not responsible for the Proposer’s operation and activities. The Proposer is prohibited from using the school for office location or mailing address. An off site address and/or office location is required.
The successful Proposer will ensure that all employees have completed and passed a CORI background check.
Contracts between the City and the successful Proposer are dependent upon Putnam’s continued operation of a Chapter 74 approved Early Education and Care Program.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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